DID YOU KNOW?
That Nottingham University Hospitals NHS Trust
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Franks around 1.5 million items of external mail per year
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Choosing the correct envelope for your mail could collectively save Nottingham
University Hospitals NHS Trust thousands of pounds per year.
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That all Nottingham University Hospitals NHS Trust mail is sent 2nd Class unless
1st Class, Recorded Delivery, Special Delivery or Air Mail is requested by
information put on the outside of the envelope (on the top left hand side, as
marking on the right may interfere with machine readability, which may delay
them.
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There is no difference in the postal charge for a DL size envelope and a C5 size
envelope, providing they are not more than 5mm thick, and weigh 100g or less.
So it may be cheaper to send a larger A5 (C5) envelope with fewer folds in the
paper.
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The more folding you do in a DL size envelope the more likely it will become a
Large Letter it is also more likely that the address will move out of the window
area of the envelope
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The smallest envelope used in Nottingham University Hospitals Trust should be
a C6 size envelope. It can hold an A4 sheet of paper folded twice. The
dimensions are 114×162mm (4½” x 6⅜”)
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If you put 2 sheets of A4 paper folded in a C6 size envelope it will then become
a Large Letter
Royal Mail says
First impressions
When you send business mail, the envelope is the first point of contact with your
customer and it sets the standard for its contents. Your envelope layout will determine
how quickly we can deliver your mail.
www.royalmail.com/size
http://www.royalmail.com/royal-mail-you/size-weight-formats-mail/see-formats
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Envelope Sizes Chart
I have shown a table of the different sized envelopes available with
the measurements in Metric (mm) and Imperial (Inches).
N.B - The grey area on some of the pictures shows the size of the
envelopes in comparison with an A4 sheet of paper.
(For those of you who prefer the “old money” sizes, I have also
included the measurements in inches.)
Metric
Imperial
114mm x 162mm
C6
4.5″ x 6.38″
110mm x 220mm
DL
4.33″ x 8.67″
229mm x 162mm
C5
9″ x 6.38″
324mm x 229mm
C4
12.75″ x 9″
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A C4 size envelope. It is one of the most common and
can hold a full sheet of A4 without having to fold it.
The dimensions are 324×229mm (12¾” x 9″)
A C5 size envelope. It can hold an A4 sheet of paper
folded in half once, or an A5 sheet unfolded. The
dimensions are 229×162mm (9″x 6⅜”)
A C6 size envelope. It can hold an A4 sheet of paper
folded twice, an A5 sheet folded once, or A6 size paper
unfolded. The dimensions are 114×162mm (4½” x 6⅜”)
A DL size envelope. It is most commonly used with
businesses. It can hold an A4 sheet of paper, folded
twice, or an A5 sheet folded once. The dimensions are
110×220mm (4⅓” x 8⅔”)
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Don’t
Do
Ensure the addressee, address and
postcode, are added to all external mail.
Ensure the address is legible. (Always
type the address)
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
Purchase envelopes from nationally
agreed contracts.
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Send all items Second Class.
(Tests have shown that second class mail
arrives the next day in the vast majority of
cases and within 2 on the outside)
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Use Recorded Delivery if you wish to
track your mailed item.
(Consider the additional cost – does it
really need to be recorded?)
Ensure that all packages have been
correctly/securely wrapped.
(See
http://www.royalmail.com/portal/rm/
content1?catId=400044&mediaId=400251
for guidance on correct wrapping)
Use the Logistics courier service for mail
etc., between campuses.
Use the mail room to get advice on how
to best send your item.
Let the mail room know if you’ve changed
your mail delivery point or leave the Trust.
Let the mail room know if you are
experiencing problems with mail
deliveries/collections.
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Use first class
Place personal items in the postal
system.
Handwrite the address, always type if
possible.
(If you have to handwrite use black ink,
block capitals and Make it legible)
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Use sticky backed plastic or staple the
envelope either internal or external.
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Place bulk notes into the mail room
system.
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Place anything on the envelope which
identifies the sender as the Trust.
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Place bloods or specimens into the
mail stream unless packaged correctly.
Send items which exceed 2.5 kgs.
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Use the mail room for personal
deliveries unless resident on site.
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Apply a rubber stamp to the top right
hand corner of the envelope.
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Use taxi’s to send mail unless it is an
emergency.
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Appendix 2 – Correctly addressed mail
Please leave a clear 5cm / 2 inch gap at the top of the letter
to allow for postage franking label
Please leave a
clear 5cm/2inch
gap at the top of
the letter to allow
for the franking
label.
LEAVE THIS AREA CLEAR
Full Name
Full Business
Address
Postcode
(In clear text)
Avoid handwriting
if you can. If not
please print and
use block capitals
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Appendix 3 – Poorly addressed mail
Address difficult to
read
Incomplete address
(i.e. no department
included)
Patients Identification
number showing in window
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Appendix 4 – Internal Envelopes
Please use clear print, and use address panels consecutively as numbered
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